Cliniko Integration

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Overview

The Cliniko integration syncs your patient database, appointment history, and treatment information to enable intelligent patient reactivation campaigns.

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Prerequisites

Before connecting Cliniko, ensure you have:

• Cliniko account with administrator access
• API access enabled in your Cliniko account
• Active Cliniko subscription

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Setup Guide

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What Data is Synced?

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Patient Information

• Patient ID (Cliniko ID)
• Full name
• Email address
• Phone number
• Date of birth
• Gender
• Address
• Patient status (active/inactive/deceased)
• Patient notes (if configured)

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Appointment Data

• Appointment ID
• Appointment date and time
• Practitioner
• Treatment type
• Appointment status (confirmed/cancelled/DNA)
• Appointment duration
• Location

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Practice Information

• Practice name
• Business locations
• Practitioner list
• Treatment types

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Data Sync Schedule

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Real-time Updates (via Webhooks)

Routiq receives instant notifications when:

• New patients are created
• Patient information is updated
• New appointments are booked
• Appointments are cancelled or rescheduled
• Patient status changes

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Daily Full Sync

Every 24 hours, Routiq performs a full sync to ensure data consistency and catch any missed webhook events. Sync time: 2:00 AM in your practice timezone (configured during signup)

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Privacy & Security

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Data Protection

• Encryption at rest: All patient data encrypted with AES-256
• Encryption in transit: TLS 1.3 for all API communications
• Row-level security: Users can only access data from their own practice
• Audit logs: All data access logged for compliance

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API Key Security

• API keys are encrypted before storage
• Keys are never logged or exposed
• You can rotate keys anytime without data loss

Learn more about security →

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Permissions Required

The Cliniko API key requires read-only access to:

• Patients
• Appointments
• Practitioners
• Treatment types
• Business locations

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Troubleshooting

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”Invalid API key” error

Possible causes:

• API key was copied incorrectly (extra spaces, missing characters)
• API key was revoked in Cliniko
• API key doesn’t have required permissions

Solution:

1. Generate a new API key in Cliniko
2. Ensure you copy the entire key without extra spaces
3. Try connecting again

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”Incorrect shard” error

Possible causes:

• Wrong shard selected in Routiq
• Cliniko account migrated to different shard

Solution:

1. Check your current Cliniko URL
2. Select the matching shard in Routiq
3. Reconnect with your API key

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Patients not appearing

Possible causes:

• Initial sync still in progress
• Patients are archived/inactive in Cliniko
• API connection dropped during sync

Solution:

1. Wait for the initial sync to complete (check progress indicator)
2. Verify patient status in Cliniko (active vs inactive)
3. Try reconnecting the integration

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Appointment history missing

Possible causes:

• Appointments are older than sync period
• Appointments deleted in Cliniko
• Sync interrupted

Solution:

1. Routiq syncs appointments from the last 24 months by default
2. Check if appointments exist in Cliniko
3. Trigger a manual sync in Settings → Integrations → Cliniko → Resync Data

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Managing the Integration

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Updating API Key

If you need to rotate your API key:

1. Generate a new API key in Cliniko
2. In Routiq, go to Settings → Integrations → Cliniko
3. Click Update API Key
4. Paste the new key
5. Click Save

The update happens instantly without data loss.

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Disconnecting Cliniko

To disconnect:

1. Go to Settings → Integrations → Cliniko
2. Click Disconnect
3. Confirm the action

Your patient data remains in Routiq for 30 days after disconnection for compliance and recovery purposes.

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Manual Sync

If you need to force a sync (e.g., after bulk patient import in Cliniko):

1. Go to Settings → Integrations → Cliniko
2. Click Sync Now
3. Wait for the sync to complete

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Webhooks

Routiq uses Cliniko webhooks for real-time updates. Webhooks are automatically configured when you connect your Cliniko account. Webhook events:

• patient.created
• patient.updated
• patient.deleted
• appointment.created
• appointment.updated
• appointment.deleted

You can view webhook delivery status in Settings → Integrations → Cliniko → Webhook Logs

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Next Steps